ABI Registry Planning Platform

ABI Registry's platform was created to simplify how councils and applicants manage planning permission submissions, such as environmental projects and tree planting initiatives. Previously, these processes relied on fragmented, paper-based systems that caused delays, lost information, and limited transparency for applicants.

As the sole designer, I designed a digital platform that streamlined document submission and review. Applicants could now upload required documents in a structured way and track progress in real time, while councils had clearer tools for reviewing, requesting updates, and approving projects.

The new system reduced the average submission time by 24%, with 29% fewer errors in document handling during testing. Councils reported that review tasks required 30% fewer steps, and applicants felt more confident due to transparent status tracking and feedback. Accessibility was embedded from the start, aligning with WCAG 2.2 AA standards to ensure the platform worked for a wide range of users.

Manual Processes and Limited Transparency

Planning submissions, such as requests for tree planting or development permissions, were traditionally handled through fragmented, paper-based systems. Applicants had to prepare and deliver multiple documents to different council offices, often with little clarity on whether the submission was complete or progressing.

For councils, reviewing these submissions meant sorting through large volumes of paperwork, emailing back and forth with applicants, and relying on inconsistent processes between departments. This led to several key challenges:

• Time-consuming workflows: Applicants often faced delays while councils manually checked and verified each document.
• High error rates: Missing or incorrectly formatted documents were common, slowing down approvals.
• Poor visibility: Applicants rarely knew the status of their submission and councils had no unified system for tracking progress.
• Inefficiency for councils: Reviewers spent unnecessary time chasing updates instead of focusing on evaluation and decision-making.

The result was frustration for both sides. Applicants lacked confidence in the process, and councils struggled to keep up with demand using outdated systems.

Insights from Stakeholders

To design a system that worked for both councils and applicants, I reviewed the existing submission processes and gathered feedback from stakeholders. This helped me identify where delays and errors were most likely to occur.

Key insights included:

These findings made it clear that the platform needed to guide applicants through structured submission steps, while giving councils tools to review, request changes, and approve more efficiently.

The Approach

As the sole designer, I focused on building a platform that balanced the needs of applicants and councils while reducing the friction of manual processes. The design approach centered on three principles:

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Key Screens & Solutions

Document Submission

Goal: Help applicants submit the correct documents for planning projects such as tree planting or development proposals.

Solution: A guided form with step-by-step uploads and validation checks to reduce missing or incorrect files.

24% faster submission time

Submission Review

Goal: Give councils an efficient way to evaluate, comment on, and approve submissions.

Solution: A review screen that allowed documents to be opened, checked, and annotated directly within the platform. Councils could request updates or approve with fewer steps.

30% fewer review steps

Dashboard

Goal: Provide an overview for councils to manage multiple submissions at once.

Solution: A dashboard showing applications grouped by status (in review, changes requested, approved). Clear labels and filters.

Faster navigation, fewer errors

Council Overview

Goal: Support higher-level council staff in monitoring projects across different departments.

Solution: A council-level view showing progress across multiple projects, with the ability to drill down into details when needed.

Reduced reliance on emails

Outcomes & Impact

The ABI Registry platform delivered significant improvements for both applicants and councils:

By addressing both sides of the process, the platform created a smoother, more predictable journey, one where councils could manage workloads more effectively and applicants felt confident their submissions were moving forward.

Final Learnings

Designing ABI Registry reinforced the importance of creating systems that work for multiple roles with different needs. A few key takeaways:

Overall, this project showed how thoughtful UX can turn fragmented, paper-based processes into a digital system that improves outcomes for both organisations and end users.